Foreign Travel Certification

1
Foreign Travel Certification

• Policy and Procedures

2
Foreign Travel Certification Policy

• Section 2.02(B) of the State of Texas Travel
  Allowance Guide states that a state agency may
  pay or reimburse a state employee for travel
  expenses incurred while traveling to or from, or
  staying at a duty point in a foreign country only
  if the agency's chief administrator (or someone
  designated by the chief administrator) provides
  prior written approval. This approval has been
  delegated to the applicable dean or vice
  president at the University of Texas at Austin.
• Prior approval is not required for Canada, Mexico
  or U.S. possessions.

3
Foreign Travel Certification Procedure

• The VE5, VE6, and VP5 travel documents in DEFINE
  require a certification that prior approval has
  been obtained for foreign travel on state funds
  for employees or prospective employees.

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This window appears when the creator approves
the foreign travel document with a state account

• -------------------------------------------------
  ---------------------
• 
  
• Document W0VE5777555 has a foreign destination
  and references an
• account with state travel rules. Prior written
  approval by the
• Dean/Vice President is required to proceed with
  this approval.
• 
  
• Please indicate below whether you wish to
  proceed
• 
  
• _ I certify that this foreign travel on state
  travel rules has
• received written approval by the Dean/Vice
  President prior to
• the start of travel.
  
• Please PRT this coversheet and send with
  approval
• documentation to OA DOCUMENT
  PROCESSING, MAIN 132, K6000
• 
  
• 
  
• _ I have NOT received written approval and do
  not wish to
• continue approval of this document.
  
• 
  
• If you need assistance or have questions,
  please email

5
The creator marks the certification fieldif
there has been prior approval

• -------------------------------------------------
  ---------------------
• 
  
• Document W0VE5777555 has a foreign destination
  and references an
• account with state travel rules. Prior written
  approval by the
• Dean/Vice President is required to proceed with
  this approval.
• 
  
• Please indicate below whether you wish to
  proceed
• 
  
• X I certify that this foreign travel on state
  travel rules has
• received written approval by the Dean/Vice
  President prior to
• the start of travel.
  
• Please PRT this coversheet and send with
  approval
• documentation to OA DOCUMENT
  PROCESSING, MAIN 132, K6000
• 
  
• 
  
• _ I have NOT received written approval and do
  not wish to
• continue approval of this document.
  
• 
  
• If you need assistance or have questions,
  please email

6
Print the Cover Sheet

• gtgt You are currently authorized to view this
  document.ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 09 10
• Command VE5 Account __________ Misc
  _______________ Month JAN
• 
  
• Status PROPOSED -- COVER SHEET --
  Document ID W0VE5777555
• Action PRT Summary EINSTEIN, ALBERT -
  PADUA, ITALY___________________
• Created 01/03/10 by ZZJAS SMITH, JOHN
  
• Format 01___ Template
  Process Date 010310 Notes
• Travel Dates Begin 061010 End 070710
  Voucher Date 122110 DTN ________
• RTA Nbr TV09555555 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title RESEARCH
  PROFESSOR_____ State VID 25555555522
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• ITPAD F PADUA, IT
  
• _____
  
• X _ 2 Purpose of Travel 01 Attend
  meeting, conference, etc. gt
• Benefits to UT 01 Help
  accomplish research objectives. gt
• Disposition of Duties 01 No classes
  missed.

Use the PRT action to print the cover sheet.
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Print the Cover Sheet

• VVVV
  
• PUT ONE STAPLE HERE
  
• 
  
• 
  
• SEND THIS PAGE TO
  ACCOUNTING
• 
  
• 
  
• 
  
• 
  
• W0VE5777555
  
• 
  
• 
  
• 
  
• - - - - - - - - - - - - - - - - - - - - - - - -
  - - - - - - - - - - - - - - -
• DO NOT WRITE ABOVE THIS
  LINE
• 
  
• Transmittal Form for Document W0VE5777555
  RTA Number TV09555555
• 
  
• VE5/VE6 supporting documentation is required ONLY
  for foreign travel on state

This is what the cover sheet will look like.
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Print the Cover Sheet

• Then send the printed cover sheet with the
• approval documentation to
• OA DOCUMENT PROCESSING
• MAIN 132
• K6000

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Foreign Travel Certification

• Once the certification has been made, it is
  stamped into the document notes.
• This certification is only required once for all
  of the travel documents per trip.

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• For more information, contact
• User Services
• Financial Information Systems
• 512-471-8802
• askUS_at_austin.utexas.edu